Houston Independent School District PURCHASING SERVICES November 6, 2018
RFP #19-10-13 Communications Support and Services Houston ISD is seeking proposals from interested firms or consultants with specific experience in message development, media relations, community relations, marketing, digital strategy, implementation, project management, and market research – with a submission deadline of 2:00pm, December 4, 2018.
Emergency exits. Sign in. Silence / vibrate all cellphones. No one-on-one side conversations. Write questions on provided notecards and either ask at the end or email the project manager.
House Rules I. Scope of Work II. Project Timelines III. Business Assistance Office – M/WBE Participation Goal IV. Risk Management Office – Insurance Compliance V. Code of Silence and Conflict of Interest VI. VII. Proposal Submission Overview VIII. Proposal Response Requirements Proposal Submission Forms IX. Price and Pricing Schedule X. Solicitation of Bids XI. XII. Addendum (if any) XIII. Procurement Services – Downloading RFP XIV. Questions and Answers
At a minimum, the scope of services required by the successful firm shall consist of the following: Houston ISD is seeking proposals from interested firms or consultants with specific experience in message development, media relations, community relations, marketing, digital strategy, implementation, project management, and market research. Preference will be given to agencies providing a broad range of services and with experience working within the education landscape. It is the intention of Houston ISD to obtain the services of one or more qualified strategic communications firm(s) or consultant(s) to support the development of a strong messaging framework and communications plan tied to increasing the district’s desire to proactively engage the public and promote the success and achievements of the district. We anticipate the plan will help HISD achieve its communications goals to communicate, inspire, motivate and improve faculty and staff engagement, build pride among students and families, and rebuild trust among its diverse constituents. The work to be performed will present the information in its most compelling form to key audiences including parents, business leaders, institutions of higher education, internal staff, elected officials and policy makers.
Timeline Release RFP 10/26/2018 11/06/2018 at 12 p.m. in room #2C16 Pre-Proposal Conference 4400 West 18th Street, Houston, Texas 77092 Last date for questions: 11/13/2018 at 2 p.m. CST Proposals Due 12/4/2018 at 2:00 p.m. CST Evaluation Period 12/4/2018 to 12/11/2018 Selected vendors will be notified after Board of Trustees approval.
Form G - M/WBE PARTICIPATION PLAN To meet M/WBE deadlines, please The Office of Business Assistance was established begin documentation as soon as by the Board of Education in 1988 to assist possible. minority and women-owned businesses ("M/WBE") to participate in various District business projects. The District's M/WBE participation goal level for Professional Services is 25%. Proposers are required to submit an M/WBE All questions regarding district plan that demonstrates a good faith effort for achieving the District's goals. The Proposers' plan M/WBE should identify the existing and proposed participation commitments for achieving these requirements should be directed to: good faith efforts. Examples of good faith efforts include, but not limited to: Supplier Diversity Department • Subcontracting with M/WBE firm(s) to meet or Yesenia Taylor exceed district's goal; • Create a Joint Venture partnership; and YTAYLOR1@houstonisd.org • Participate in a Mentor/Protege agreement . 713-556-7273 NOTE: This is REQUIRED. Non- compliance will disqualify vendors from this contract.
Type of Coverage Minimum Limits 1. Workers’ Compensation Statutory and Employer’s Liability $100,000 per accident 2. Automobile Liability: Bodily Injury & Property Damage $1,000,000 Combined Single Limit For all owned, non-owned vehicles and hired vehicles. 3. Commercial General Liability $1,000,000 Combined Single Limit 4. Professional Liability (errors and omissions) may be required at the discretion of the Project Manager. ***This is REQUIRED. Non-compliance will disqualify vendors from this contract.*** All questions regarding district insurance requirements should be directed to: HISD Risk Management Office Candice Wilson 713-556-9225
Sample – Insurance Letter Acord Form • Date Houston Independent School District Attn: HISD Sourcing Specialist 4400 West 18th Street Houston, TX 77092 RE: RFP Name and Project Number Supplier’s Name The undersigned certifies Supplier will be able to provide an Acord certificate of insurance confirming the coverages indicated below within three days from a letter of intent to award from HISD Procurement Services. All coverages would be placed with carriers rated A VII or better and licensed to do business in the State of Texas. I have marked the applicable box for each section. X COVERAGES LIMITS WORKERS’ COMPENSATION SECTION Workers’ Compensation Statutory Employers’ Liability $100,000 per Accident Waiver of Subrogation and Alternate Employer provisions in favor of HISD Supplier has employees, but none in the State of Texas Workers’ Compensation Statutory Employers’ Liability $100,000 per Accident Waiver of Subrogation in favor of HISD Supplier has no Employees Not Applicable Workers’ Compensation does not apply AUTOMOBILE LIABILITY SECTION Automobile Liability covering All Owned, Hired & Non-Owned Autos, $1,000,000 CSL including Additional Insured and Waiver of Subrogation in favor of HISD. Supplier owns no vehicles in the company name -- $1,000,000 CSL Automobile Liability covering Hired & Non-Owned Autos, including Additional Insured and Waiver of Subrogation in favor of HISD. COMMERCIAL GENERAL LIABILITY SECTION Commercial General Liability , including Additional Insured and Waiver of $1,000,000 per Subrogation in favor of HISD Occurrence Sincerely, Insurance Agent
CODE OF SILENCE AND CONFLICTS OF INTEREST: The Board of Education (Board) has adopted a “Code of Silence” policy (ref. Board Policy CAA (Local)) and a “Conflict of Interest Disclosures” policy (ref. Board Policy BBFA (Local))to enforce its commitment to ethical contracting standards and improve accountability and public confidence. It is important to avoid both the appearance of conflicts and actual conflicts of interest. The Code of Silence" shall mean a prohibition on any communication regarding any RFP, bid, or other competitive solicitation between: ◦ Any person who seeks an award from the District or its affiliated entities (including, but not limited to, the HISD Foundation and the HISD Public Facility Corporation), including a potential vendor or vendor's representative, and ◦ Board members, the Superintendent of Schools, senior staff members, principals, department heads, directors, managers, or other District representatives who have influence in the evaluation or selection process. The “Code of Silence” time period shall begin when the Request for Proposal (RFP) is issued and ends upon the execution of the contract. During the “Code of Silence”, campaign contributions, gifts, donations, loans, and any other items of value are prohibited between these parties, including candidates who have filed for election to the Board.
Board Policy CAA (Local) pertaining to the “Code of Silence” and Board Policy BBFA (Local) pertaining to “Conflicts of Interest Disclosures” are attached by URL link above and incorporated by reference. Please review the policies carefully and ensure that the policies are followed in all respects. Proposer(s) agree and understand that non-compliance with the “Code of Silence” policy may result in disqualification. Furthermore, the failure of a Board member to disclose a conflict of interest may result in the debarment of a vendor for 24 months.
General Information The instructions by the District are intended to afford Proposer(s) an equal opportunity to participate in the proposal process and provide a predetermined set of criteria representing the District’s business and service requirements. This proposal is governed by Texas Education Code (TEC), other applicable Texas state statutes, and all local Board of Education (Board) policies. • Request for Proposals are defined in the Texas Education Code 44.031 and Texas Government Code for Purchasing Contracts. Proposals will be received at : Houston Independent School District Board Services - Room 1C03 Attn: Cristina Giacaman - Purchasing Services RFP /19-10-13 Communications Support and Services 4400 West 18th Street Houston, TX 77092
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